Free Powerpoint Templates for Supervisors

Free Powerpoint Templates
Presented by :
Ranita Kaur
HRDF Certified Trainer (TTT/27681)

Objective of the training
• Understand the importance of your role
• Assess your leadership style and how it impacts on your team.
• Assess your team to understand their motivational needs.
• Understand conflict within the team.
• Know your main style for handling conflict.
• Manage conflict in effective ways.
• Plan, Organise and Implement tasks, to ensure workloads and
deadlines are met.
• Produce a plan of action for monitoring performance.
• Understand the golden rules for giving and receiving feedback.
• How to delegate effectively
• Deal with poor performance in a positive manner to increase
productivity.
• Know and work within the guidelines of specific areas of employment
law.

Definition of a Supervisor
➢ Supervisor is the person who lead a team of people to
achieve targets and goals set by the organization
➢ Supervisor is a KEY person in any organisation.
➢ Supervisor is an interlink between management and
workers.
➢ Supervisors may also include Owners, Managers,
Superintendents, Engineers, Foremen, Department
Heads.

Organisational Level

Importance of a Supervisor
All companies rely on effective frontline supervisors
Good Supervisors are the backbone of the business
The strength that links the strategic planning of upper management with the body
of the organization.

Responsibilities of a Supervisor
➢ Achieve corporate goals – Produce a quality product or
services, meet delivery schedules and minimize waste.
➢ Production – Effective and efficient management of
personnel, time, equipment, material for production.
➢ Give job instructions.
➢ Assign work to personnel and supervise them.
➢ Maintain equipment and workplace.
➢ Documentation.

The Roles of a Supervisor
➢ Setting goals
➢ Demonstrating effective
behaviors
➢ Decision-making
➢ Managing Change
➢ Time Management
➢ Communication Skills
➢ Effective Meeting Skills
➢ Motivation
➢ Delegation
➢ Training
➢Menetapkan matlamat
➢ Menunjukkan tingkah laku yang
berkesan
➢ Membuat keputusan
➢ Menguruskan perubahan
➢ Pengurusan masa
➢ Kemahiran komunikasi
➢ Kemahiran mengendalikan
mesyuarat
➢ Motivasi
➢ Delegasi
➢ Latihan

Set personal and professional goals
➢ Write down your goals
➢ Discuss with your supervisor and your team
➢ Review often
Take action to get ideas and plans
accepted
➢ Get employees support
➢ Convince your supervisor and
senior management

Effective Behaviors
➢ Patience
➢ Tolerance
➢ Sensitivity
➢ Empathy
➢ Decisiveness
➢ Sense of humor
➢ Kesabaran
➢ Toleransi
➢ Sensitiviti
➢ Empati
➢ Ketegasan
➢ Rasa lucu

Decision Making
➢ Be truly open-minded
Bersikap terbuka
➢ Avoid taking sides
Elakkan berat sebelah
➢ Recognize your own bias
Kenali kecenderungan anda sendiri
➢ Don’t let titles or prestige influence your
decisions
Jangan biarkan gelaran atau prestij
mempengaruhi keputusan anda
➢ Avoid absolute wordings in your decisions
Elakkan perkataan mutlak dalam keputusan
anda
Absolute Words
All, Always, Every, No, None,
Never, only
Non-Absolute Words
Few, Some, Seldom,
Sometimes, Most, Many,
Often, Usually

Questions to ask before
making a decision
➢ Do I have enough information
to make a decision?
➢ What would be the worst
possible result if I make that
decision?
➢ Do I need to make a decision at
this time?
➢ Am I the best person to make
the decision?
Don’t be afraid to
take a risk
➢ Make that tough
decision
➢ Believe in it and
promote it
➢ Sell it

Sell your decisions to the
following:
➢ Immediate supervisor
➢ Other supervisors that need to be informed
➢ Employee affected by the decision
➢ Employees indirectly affected

To manage change
➢ Determine the method for
introducing and selling the
change to your team
➢ Break the change down into
smaller steps
➢ Create a contingency plan
➢ Monitor the implementation of
the change, including results and
behaviors
➢ Accept and plan for the results of
change

Managing Your Time
➢ What are some timewasters?
⚫Gangguan dan interupsi
⚫Kegagalan untuk menetapkan
keutamaan
⚫Penangguhan
⚫Melakukan kerja rutin yang dapat
diatasi oleh orang bawahan
⚫Tidak boleh membuat keputusan
⚫Peribadi yang tidak teratur
⚫Gagal untuk delagasi tugas
⚫Terlalu banyak atau kertas kerja yang
tidak perlukan

Manage your time???
➢ Prioritize your work
- Assess how you are
currently spending your
time
➢ To do lists
➢ Plan your tasks daily
➢ Evaluate time management
several times during the
day

Effective Communication Skills
➢ Present one idea at a time
➢ Keep it simple
➢ Make it brief
➢ Personalize it to the other person
➢ Use the right tone of voice and body language
➢ Get acceptance of each idea
➢ Respond to the emotions of the person
➢ Appreciate your listener’s concerns
➢ Encourage listeners to express themselves

What is Body Language?
Satu bentuk komunikasi tanpa lisan yang terdiri
daripada posisi tubuh, gerak isyarat dan pergerakan
mata

What is Listening Skills?
Mendengar adalah penyerapan perkataan dan makna
oleh otak. Mendengar membawa kepada pemahaman
tentang fakta dan idea.

Steps to improve listening skills
➢ Ask questions
➢ Concentrate – stay focused
➢ Identify the main idea
➢ Listen for the rationale
➢ Listen for key words
➢ Organize in your mind
➢ Take notes

Effective Meeting Skills
➢ Advance planning
➢ Keep on the agenda
➢ Start and end the meeting
on time
➢ Encourage participation
➢ Stay calm – don’t take
sides

Motivation - what motivates employee?

How to deal with the needs of
employees?
➢ Be courteous, friendly and interested
Sopan, mesra dan berminat
➢ Offer assistance when needed
Tawarkan bantuan apabila diperlukan
➢ Listen patiently
Dengar dengan sabar
➢ Observe their work and give them feedback
Perhatikan kerja mereka dan memberi maklum balas kepada mereka
➢ Make goals reasonable
Buat matlamat yang munasabah

Praise with a
reason
➢ Mean what you say
➢ Balance your praise
➢ Immediately after the
event
➢ Public or private
Criticism
➢ Do it as quickly as you can
after discovering the problem
➢ Limit comments to the
person’s actions in this
situation
➢ Let them do some of the
talking
➢ Be considerate
➢ Don’t mix criticism with praise
➢ Don’t play psychiatrist
➢ Make it private

Effective
Delegation Skills
➢ Improves productivity
➢ Can concentrate on
supervisory responsibilities
➢ Develops skills in others
➢ More job satisfaction for
employees
➢ Helps evaluate people
How to delegate
better?
➢ Clearly define what you
want your employees to
do
➢ Encourage people to
learn and make their own
decisions
➢ Don’t take an assignment
back after you’ve
delegated it

Be a Good Trainer
➢ You do not do the job; train
others to learn the job,
instead
➢ Cross train the people in
different functions

Managing Yourself
➢ Positive attitude
➢ Be focused
➢ Ask for support - when everything
is priority it’s good to ask for support
➢ Work Hard
➢ Understand your purpose
➢ Take responsibility for failure
➢ Share success with the team
➢ Be accessible
➢ Be human

How to earn respect

➢Working knowledge of all tasks
SOPs, Workflows, Work Instructions, KPIs
➢ Problem solving - 5 Whys, Fishbone, 8D
➢ Trouble shooting
➢ Reporting (Verbally / Non-Verbally) - Accuracy, Details
Technical Skills

Observing Performance

Poor Performance

A Good Supervisor Will
Always Be Able To :
➢ Make the difference between meeting production targets and missing them
(because they motivate and energize their teams)
➢ Have the most significant impact on workplace culture
(because they set the tone of behavior in their individual work areas and
across the plant)
➢ Influence the retention of staff
(because people feel a strong sense of loyalty to their Supervisor)

Ineffective Supervisor May
Cause :
➢ High levels of absenteeism
(because people simply don’t want to come to work)
➢ Reduced productivity
(because people are not motivated to give their best)
➢ Workplace conflict among workers
(because there is no effort to achieve common goals)
➢ Safety issues
(because people are not inspired to care for the welfare of others)
➢ Resentment towards upper management
(because the communication conduit is not working well between the
various levels in the company)

Team Work at Workplace
What is a Team?
A team comprises a group of people linked/working together towards a
common goal/purpose. Its achieved only by the individuals working
together effectively.
Who is a Team Leader?
A team leader is someone who provides direction, instructions and
guidance to a group of employees, for the purpose of achieving a
certain goal. An effective leader will know his/her team members strengths
and weaknesses

Are You A Team Player?
➢ Would you rather work alone or with a group?
➢ Do people like working with you?
➢ Are you flexible in adjusting to new situations or
new work demands?
➢ Are you willing to help out another team
member if they are struggling?

Summary

Free Powerpoint Templates for Supervisors

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